How fast is recording an expense?

BizOS is designed for about five seconds on a phone: keypad amount, one tap for the category, one tap for the payment method. Payee, note, bill photo, job link and a back-dated date are all optional.

Can I edit an expense after recording it?

Yes. Unlike payments, which BizOS never edits, expenses are your own notes about your own spending and can be corrected or deleted.

What is the day book?

The BizOS day book is a single day's money in and money out side by side, with net, a cash-only subtotal and one tile per UPI account. It's the page owners check against the physical cash at closing, and it's also available as an exportable report over a date range.

Can I see what a job actually cost me?

Yes. In BizOS, tag expenses to the job as you record them (material, fuel, sub-contract) and they sit against that job alongside what it was invoiced for.

Can staff record expenses without seeing all of the business's spending?

Yes. In BizOS, Office staff and Field technicians record and see only their own expenses. Everyone's expenses and the day book are for the Owner, Admin, Manager and Accountant.

How do I record what I paid the transporter for a delivery?

Open the delivery note in BizOS and use Record delivery cost. It records an ordinary expense linked to that delivery, so it shows in the day book and counts against the profit on that bill. Only what your business pays is recorded.

Expenses & day book

Payments are money in. Expenses are money out. Together they answer the question every owner asks at closing time: how much came in, how much went out, what’s left?

In short

Quick-add is built for five seconds on a phone — keypad amount, category chip, payment method, done.
A BizOS expense carries amount, category, payment method, optional payee, note, bill photo, and a link to a job or a delivery.
BizOS starts every business with a set of expense categories, and new ones can be added straight from the Record expense dialog.
Expenses are editable (unlike payments): they are your own notes about your own spending.
Two views: a list of expenses, and a day book for a single day with money in, money out and net.
Staff see only their own expenses in BizOS. Everyone's expenses and the day book are for the Owner, Admin, Manager and Accountant.
What the business pays for a delivery is recorded as an ordinary BizOS expense linked to the delivery note, so it counts once, in the day book and against that bill's profit.
The day book shows a cash subtotal so it reconciles against the cash drawer, plus a per-account tile for every UPI account and the bank.
Feeds two reports: Expense Summary and Day Book.

Recording one

The add screen is deliberately shaped like a keypad, not a form:

1
Type the amount
A numeric keypad opens first, because the amount is the one thing you always know.
2
Tap a category
Categories appear as chips with your most-used first, so the common case is one tap.
3
Pick how you paid
Cash, UPI, bank transfer, cheque or other — a segmented control, not a dropdown.
4
Add anything else, or don’t
Payee, note, a photo of the bill, a job to tag it against, and a date if it wasn’t today. All optional.

On a phone it’s the floating +; on desktop it’s a header button; from the dashboard, Record expense goes straight there.

The list

Newest first, filtered by date range, category or payment method. For people who see everyone’s expenses, each day carries its in / out / net and you can filter by who recorded it. This is the audit view, where an owner asks why Tuesday was expensive. In a business with branches, a branch-limited member sees their branches’ expenses only.

The day book

One day at a time, payments and expenses side by side, with a totals card on top:

Line	Meaning
Money in	Payments recorded that day
Money out	Expenses recorded that day
Net	The difference — the number you actually want
Cash in / cash out	The cash-only subtotals, for drawer reconciliation
One tile per UPI account	What each UPI app received that day — every account you have on file, `₹0` included, so you can tick them off against GPay, PhonePe or the bank app one by one. Money paid out of the same account shows underneath
Bank account	Received by bank transfer that day, same shape as a UPI tile

This is the printable page owners hand to their accountant, and the page they check against the physical cash at closing. The day book is shown to roles that see the money desk (Owner, Admin, Manager and Accountant).

Tagging an expense to a job

An expense can be linked to a job: the material bought specifically for it, the fuel to reach the site. That link is what makes real job costing possible: what the job was invoiced for, against what it actually cost.

Delivery costs

When your business pays for a delivery, record it from the delivery note with Record delivery cost: it opens this same expense dialog, linked to the note, with Transport and the note's transporter filled in. The row then reads "Delivery DC-…" in the list. An expense is for a job or a delivery, never both. See Delivery notes & charges for who pays, and how the cost counts against the bill's profit.

Receipt photos

Attach the bill when you record the expense. It stays on the record, so a query three months later doesn’t depend on a shoebox.

There are two ways in, and which one is faster depends on where you are:

Where	How
BizOS on a phone	Camera photographs the slip you are holding, Gallery picks up a UPI screenshot, File reaches a PDF in Drive or Files. Where Ask BizOS is available to you, a photographed bill can also be read for you: vendor, total, date, GST and a category guess are filled in for you to check before saving
BizOS on the web	Take photo opens the camera — the phone’s camera app on mobile, your webcam on a laptop — and Upload file takes a photo or a PDF already on the machine

Photos and PDFs are both accepted, up to 25 MB. An expense that has a bill attached is marked in the list, so you can see at a glance which entries are backed by paper and which are somebody’s word. Replacing or removing a bill deletes the old one; so does deleting the expense.

Who can see money out

Role	Access
Owner, Admin	Everything
Manager	Record and edit expenses; everyone’s expenses and the day book
Accountant	Record their own; see everyone’s expenses and the day book
Office staff	Record, edit and delete their own expenses; no day book
Field technician	Record, edit and delete their own expenses, usually from the phone

See Roles & permissions.

Common questions

How fast is recording an expense?: BizOS is designed for about five seconds on a phone: keypad amount, one tap for the category, one tap for the payment method. Payee, note, bill photo, job link and a back-dated date are all optional.
Can I edit an expense after recording it?: Yes. Unlike payments, which BizOS never edits, expenses are your own notes about your own spending and can be corrected or deleted.
What is the day book?: The BizOS day book is a single day's money in and money out side by side, with net, a cash-only subtotal and one tile per UPI account. It's the page owners check against the physical cash at closing, and it's also available as an exportable report over a date range.
Can I see what a job actually cost me?: Yes. In BizOS, tag expenses to the job as you record them (material, fuel, sub-contract) and they sit against that job alongside what it was invoiced for.
Can staff record expenses without seeing all of the business's spending?: Yes. In BizOS, Office staff and Field technicians record and see only their own expenses. Everyone's expenses and the day book are for the Owner, Admin, Manager and Accountant.
How do I record what I paid the transporter for a delivery?: Open the delivery note in BizOS and use Record delivery cost. It records an ordinary expense linked to that delivery, so it shows in the day book and counts against the profit on that bill. Only what your business pays is recorded.